This document was approved by the European Regional DrupalCon Organizers after a discussion and vote on September 24, 2009.
This group is the planning space for the European Regional DrupalCon Organizers.
- What is this group?
- This groups.drupal.org group is open for everyone
- Proud History
- Production Team Responsibilites
- Location Selection Taskforce
- DrupalCon Production Team
- How to Nominate a Location
- How will locations be evaluated?
What is this group?
The European Regional DrupalCon Organizers (ERDO) have been chartered by the Drupal Association (DA) to guide the organisation of European DrupalCons, starting with 2010. The group Chair is Kristof Van Tomme of the Drupal Association as recruited by Cary Gordon, the Events Manager from the DA Board of Directors (BoD).
ERDO fills the following roles:
- Recommends locations and local teams to the BoD.
- Coordinates DrupalCon Europe production efforts.
This groups.drupal.org group is open for everyone
You should join and participate in this group if you:
- Want to help make DrupalCon Europe a success
- Want DrupalCon to come to your city or country
- Are an organizer or leader of a local European Drupal group
- Want to stay up to date with the latest news about upcoming DrupalCons
DrupalCons in Europe have a proud and successful history, deeply rooted in grassroots volunteerism. The first DrupalCon was held in Antwerp, Belgium, in 2005. Since then, Amsterdam, Brussels, Barcelona, Szeged and Paris have all hosted extraordinary events, completely managed by generous volunteers.
With the growth of the Drupal community, the size of DrupalCons is increasing. The DA has set specific goals to increase the size and reach of DrupalCon. European DrupalCons will likely attract upwards of 1,000 people. The financial and organizational challenges of such events is enormous.
Furthermore, the price of failing to put on a successful DrupalCon is also rising. An unsuccessful DrupalCon means a setback in the community momentum, bad press, missed opportunity, and lost revenue for the DA (and thus lost revenue for the Drupal project). To mitigate these risks, the DA will assume all financial responsibilities for DrupalCons in the future. DrupalCon is a major source of revenue for the DA.
To further mitigate risk, the DA will be extending the planning cycle for DrupalCons dramatically, announcing locations as far as two years in advance, building organization teams as early as possible, and outsourcing tasks like physical production, printing, signage, and venue services to events professionals.
This frees local groups and volunteers from the burden of having to manage budgets of hundreds of thousands of Euros, and protects local groups from the risk of losing money due to a DrupalCon.
Production Team Responsibilites
Local groups and volunteers assume the following responsibilities:
- Conference programming
- Hospitality and social programming
- Press relations and P.R.
- Scholarship program
- Speaker recruitment and scheduling
- Web site
- Recruiting and managing volunteers
- Session monitors/assistants
- Registration assistance
Location Selection Taskforce
As Chair of the ERDO group, Kristof Van Tomme has recruited a small team to assist in vetting location nominations. The team consists exclusively of people who are either members of the Drupal Association General Assembly (GA) or people with direct experience producing DrupalCamps or DrupalCons. Please contact Kristof if you wish to be part of this taskforce.
- Bert Boerland, DA/GA, DrupalCon Amsterdam
- Robert Douglass, DA/GA, DrupalCamp Germany
- Isabell Schultz, DrupalCon Paris
- Kristof Van Tomme, DA/GA, DrupalCon Szeged
The sole function of the location selection taskforce is to vet location nominations, solicit feedback from the DA's events organization outsourcing company, and submit a written recommendation to the BoD for DrupalCon Europe locations in 2010 and 2011.
DrupalCon Production Team
Following location selection the ERDO Chair (Kristof) will build a production team for each coming DrupalCon. The production team will naturally include people from the local group that nominated the DrupalCon location, as well as motivated volunteers from the entire ERDO group. The Production Team then works together with the DA and the DA events outsourcing firm to achieve the Production Team Responsibilities.
How to Nominate a Location
To nominate a location where DrupalCon should be hosted, please submit a discussion to this group.
For 2010 locations use the tag: DrupalCon Europe 2010 Nomination
For 2011 locations use the tag: DrupalCon Europe 2011 Nomination
You can nominate your location for both years.
The nomination should focus on the strength, composition, and proven track record of the local or regional groups who will be part of the DrupalCon Production Team. This is by far the most important criterium. The nomination should address the following points:
- The location must have a strong local or regional group that has demonstrated the ability to organize events. How often do you meet? What events have you hosted? Do you have a group on g.d.o.? Do you have a separate website?
- The location must be near an international airport and otherwise have good transportation infrastructure.
- What is the local business climate for Drupal? Are there a lot of local agencies or organizations investing heavily in Drupal?
- Do you have a theming or branding concept for DrupalCon?
- Does the location offer unique hospitality or social programming opportunities?
Note that you don't need to define a budget, and that it isn't necessary to confirm dates or secure availability with the venues. This will all be handled by the Drupal Association.
How will locations be evaluated?
See the Scorecard Criteria.